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Decisions:

Summary	Description

Action Items:

Summary	Description	Responsible
Follow up with Ken about discrepancy between reviewing rubric and instructions	done	Robert Sinkovits
Follow up with Ken about items that automatically make a proposal rejected being stated earlier in the proposal (ie declaring other supercomputing allocations, scaling document, etc)	done	Robert Sinkovits
Come up with a follow up process for staff who have been onboarded/offboarded		Karla Gendler, Marques Bland
Create a form letter that is a welcome letter to ECSS Review ECSS onboarding materials Send link to ECSS mgmt. to onboarding materials		Robert Sinkovits, Philip Blood
Create a new JIRA project for ECSS onboarding (perhaps Confluence template)		Marques Bland
Jay will draft a brief implementation plan and we will review on ecss-mgmt call Lonnie needs to monitor ability to assign projects Encouraging sharing of opportunities via groups.io Look at partner travel survey in email Discuss options for an ECSS workshop/training (perhaps funded by PIF). This can also be discussed on groups.io		Jay Alameda
ECSS ALL topics Discuss reviews and the process of reviewing proposals Discuss with staff about staff's autonomy/empowerment in managing their time working on a project. (Topic during ECSS ALL meeting) - even out Discuss 10% time for training: implementation (Jay)

Notes/ Discussion items:

The overall sentiment from the Focus Group was that staff is happy with their jobs. They realize they have a difficult job, but they enjoy the job they do
General discussion
- Proposal Process
  - Perhaps have a ECSS all meeting and discuss reviews and the process of reviewing proposals
- For L3 managers: if you have new ECSS staff, make sure they're aware of their ability to recommend ECSS support and their ability to have an active role in bringing projects to ECSS
  - Also, when new people are onboarded, we should make a more concerted effort to make sure the new staff is known throughout ECSS
    - Lonnie: we should do something more deliberate for onboarding
  - We need better communication between L3s and sub-award PIs
    - If a new staff comes on board whose direct manager is not funded by XSEDE, we need to determine a way to handle that
  - Would it be helpful to make the onboarding process a JIRA process? Yes.
    - Should we have a standard process for onboarding new staff?
- Project Assignments
  - Staff don't know there's a live dashboard for project assignments
  - L3 assigning projects should follow up and let people know how projects have been assigned
- Training
  - We do need to roll out the 10% training time to staff so that they're actually aware of how it works
  - Come up with ideas of how the staff can take advantage of the time
    - Getting a handle on travel budgets is a key piece
  - Perhaps use a PIF to get a training session for the staff and have that attached to PEARC
    - The downside is that one side doesn't fit all
    - Also how many ECSS staff have funding to go to PEARC
- Projects/PI Interactions
  - We need to come up with a better "break up" process to just cut off a project that is constantly requesting extensions